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What are workflows?

A workflow is the set of stages, checklists and automatic messages a job runs on. Start from a ready-made one or use your own.

A workflow sets up how a job runs. Each job uses one workflow, so jobs of the same kind are handled the same way. Pick a workflow when you create a job and the job is ready to go.

What a workflow sets up

  • Pipeline stages: the columns on the job's board, in order. Every workflow has exactly one Hired stage.
  • A checklist on each stage: the steps your team ticks off for each candidate there. Some steps can be required.
  • Required documents: documents a candidate needs on a stage.
  • Automatic messages: a text or email sent when an application comes in, or when someone first reaches a stage.

The Workflows page

Click Workflows to see the library. Three tabs sort it:

  • Ready-made: workflows CareCommunity provides. Anyone can look at them, but nobody can change them.
  • Yours: your agency's own workflows.
  • All: yours first, then the ready-made ones you haven't added yet.

Each card shows the stages in order, and how many steps and stages it has. Pills tell you more:

  • Default: the workflow new jobs get unless someone picks another.
  • Custom: built by your agency from scratch.
  • Added: a ready-made workflow your agency has copied.

Click a card to see the whole workflow: its stages, each stage's checklist and the automatic messages.

Make a ready-made workflow your own

  1. Open the ready-made workflow.
  2. Click Add & edit.
  3. Make any changes, then save. The copy appears under Yours.

Nothing is added until you save, so you can open the editor and cancel without leaving anything behind. For one of your own workflows, the same button reads Duplicate & edit. Owners and admins can add, duplicate and edit workflows.

Use a workflow for a job

On any workflow, click Use for a job to start a new job with it. Anyone who can create jobs can do this, including with a ready-made workflow. That workflow is added to your agency's workflows at the same time.

Important: A workflow is shared, not copied, by its jobs. Editing it changes every job already running on it. Once a job has candidates, you can't switch it to a different workflow.

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